As you will no doubt be aware new regulations- the GDPR – change the way organisations look after data; in our case that refers to information about runners.
There is a lot of jargon used within the GDPRs, but basically this is about how personal information about individuals is collected, used and looked after. This document sets out the detail about how the personal information provided by you will be used and looked after and explains your rights in relation to it. From our perspective the personal information we are talking about is the information we need about you in order to provide you with an enjoyable race experience.
2. Our commitment to you
Our commitment is to:-
3. Who we are and how we operate
We are passionate about running. We want participants to enjoy the Gloucester 10k experience which has been specifically designed to show off Gloucester at its best and all proceeds go to local charities. There is more information about us on our website www.rungloucester.co.uk. Gloucester 10k is organised and administered by Davies and Partners Solicitors Limited supported by other organisations such as Gloucester Quays Rotary Club and Tewkesbury Running Club.
The individual responsible for data protection matters in connection with the Gloucester 10k is Nigel Tillott. His email address is firstname.lastname@example.org.
4. How information is collected from you
Information will be collected from you from your race entry.
Please ensure that all personal information which you provide is accurately given to us as the information which is held is only as accurate as the information provided in the first place.
5. What personal information will we collect?
We will require contact details such as:-
We will also collect such personal information concerning your gender and age such that we can enter you into the correct race categories and ensure that you are eligible to race. We may also require information concerning your health or medical conditions for health and safety reasons. Any other information collected from you will be collected to ensure that you have a good race experience.
Photographs will be taken during the race.
6. Who will personal information be provided to?
We will not provide your personal information to anyone else save in the circumstances set out at 7 and 8 below or where you consent to us doing so.
7. What about outsourcing?
We will pass personal information to other organisations from time to time, not for them to use for their own benefit but rather to assist us. The main example is we will provide information to race timers specifically such that they can award your time. We also may provide information to others to assist us with the efficient administration and running of the Gloucester 10k being the providers of IT platforms.
8. What will the personal information be used for?
To fulfil our contractual obligations towards you:-
We hope that we will not need to use your personal information for these purposes. This will only apply if we have information about your health and a medical emergency arises in which case such information may be used to ensure your health and safety.
We are required to keep records for various regulatory purposes.
It is possible that from time to time we may wish to communicate with you concerning matters which may be of interest to you. The nature of such contact will be:-
We will not communicate to you under this heading where there is any perceived detriment to you in receiving the communication.
The method of communication is likely to be by email. If you do not wish to receive communications under this heading please contact email@example.com. If there are some types of communication which you would wish to receive but not others please make this clear. If we hear from you in this respect we will not communicate to you about this in the future.
9. What happens if I don’t wish to provide personal information to Gloucester 10k?
There is certain information which we need in order to process your application and for you to participate in the race. Without such information we are unlikely to be able to allow you into the race. However, if you don’t want us to contact you about matters referred to under the legitimate interest head above please let us know as we would not wish to contact you or retain personal information about you unnecessarily.
10. How long will Gloucester 10k keep information for?
We will only retain personal information:-
11. Your rights in relation to the information held in relation to you
12. Keeping personal information safe
We have put in place appropriate security measures to prevent the personal information provided from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Access to personal information is limited to those employees involved in the organisation and contractors who may need to know the information. Personal information will only be processed upon instructions from ourselves. Procedures have been put in place to deal with any suspected breach of the requirements under the GDPRs. You and/or the Regulator referred to below will be notified of any potentially significant breach.
13. What happens if you want to complain?
It is hoped that you will not have cause to complain. If you do complaints should be referred to Nigel Tillott in the first place where possible. In the event that it is not possible or appropriate to refer a complaint to Nigel Tillott it may be referred to the Regulator, the Information Commissioner’s Office (ICO) whose address is:-
Information Commissioner’s Office
15. If I have any questions who do I ask?
Please email firstname.lastname@example.org.
Dated 31st May 2018